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OUTSIDE AGENCY FUNDING POLICY 771 agency. This agreement will be followed in all aspects of the policy for funding tourist development agencies. The Tourist Development Council has adopted a policy of rating more highly, funding applications for agencies that more directly promote tourism. Also, the TDC will discourage the use of tourist tax monies on salaries. This is in an attempt to direct tourist tax dollars to agencies that "put heads on beds". C. Tourist Development Agency Responsibilities After Award of Funding 1. Indian River County provides funding to tourist development agencies on a reimbursement basis. 2. All reimbursable expenses must be documented by an Invoice and/or a copy of canceled check. Any expense not documented, properly to the satisfaction of the Office of Management & Budget and/or the County Administrator may not be reimbursed. 3. If an agency repeatedly fails to provide adequate documentation; this may be reported to the Board of Commissioners. In the event an agency provides inadequate documentation on a consistent basis, funding may be discontinued immediately. Additionally, this may adversely affect future funding requests. 4. Only expenditures during the fiscal year for which funding was awarded may be reimbursed. For example, no expenditures prior to October 18t maybe reimbursed with funds from the following year. Additionally, if any funds are unexpended at the end of a fiscal year, these funds are not carried over to the next year unless expressly authorized by the Board of Commissioners. 5. All requests for reimbursement at fiscal year end (September 30th) must be submitted on a timely basis. Each year, the Office of Management & Budget will send a letter to all tourist development agencies advising of the deadline for reimbursement requests for the fiscal year. This deadline is typically early to mid October, since the Finance Department does not process checks for the prior fiscal year beyond that point. 6. Each reimbursement request must include a summary of expenses by type. These summaries should be broken down Into salaries, benefits, supplies, contractual services, etc. If Indian River County is reimbursing an agency for only a portion of an expense (e.g. salary of an employee), then the method for this portion should be disclosed on the summary. The Office of Management & Budget has summary forms available. 7. ' Indian River County will not reimburse certain types of expenditures. These expenditure types are listed below. Travel expenses for travel outside the County including but not limited to; mileage reimbursement, hotel rooms, meals, meal allowances, perdiem, and tolls. Mileage reimbursement for local travel (within Indian River County) is allowable. Sick or Vacation payments for employees. Since agencies may have various sick and vacation pay policies, these must be provided from other sources. Approved 2/19/02 Coding: Words/letters underscored are additions to text; wordshetters in striketlueugH format are deletions to text. Revision #1 Approved 11/3/2009 Page 10 P155